Módulo 1 - Curso de Credenciamento de Técnicos – Federação Paranaense de Judô

Technical Accreditation Meeting Overview

Introduction to the Meeting

• The meeting begins with a welcome message, emphasizing the focus on technical accreditation and strategic planning for 2026.

• Acknowledgment of 2025 as a successful year for the federation, highlighting numerous quality events that exceeded expectations.

Key Speakers and Their Roles

• Rodrigo and Aline introduce themselves, expressing readiness to address questions and engage in discussions throughout the meeting.

• Emphasis on collaboration with teachers for effective planning; recognition of their contributions to the federation's success.

Strategic Vision for 2026

• Shift in focus from motivation to legacy and consolidation; aim to maintain high standards achieved by the federation.

• Importance of leaving a positive legacy that will be remembered in future years; proactive management is key.

Achievements and Future Plans

• Discussion of successful cases from the previous year, including financial management related to athletes and teachers.

• Introduction of new initiatives like live streaming competitions to enhance visibility and engagement within judo.

Growth Metrics

• Significant increase in event registrations (over 30%); specific example given about growth in Londrina from 580 to 830 athletes.

• Mention of established events such as teacher meetings, which are now entering their fourth edition, with plans for new features this year.

Recognition and Community Engagement

• Continuation of awards for top-performing teachers, academies, and athletes as part of community recognition efforts.

• Acknowledgment of increased federated members due to collective efforts by teachers promoting registration and participation.

Core Values Moving Forward

• Commitment to valuing both teachers and athletes while also recognizing referees' contributions; emphasis on autonomy within departments.

Enhancing Judo Through Innovation and Education

Autonomy in Departments

• The focus is on granting more autonomy to departments to improve their functions and activities, emphasizing the importance of innovation and technology.

Online Education Platform

• Plans are underway to launch an online education platform for judo, which will serve as a legacy for future generations, featuring recorded courses including one by Sensei Loj Suzuki.

Athlete Valuation and Support

• Continued financial support for athletes through medal payments at national championships; remuneration for teachers based on student participation is also highlighted.

• Introduction of payments for ranked athletes within the federation, with a focus on supporting delegations during competitions and improving arbitration assistance.

Event Planning and Funding

• Consideration of hosting a two-day state meeting; efforts are being made to secure funding for travel expenses related to Brazilian championships.

• Commitment to cover costs for under-18 athletes participating in Brazilian events, aiming to ensure comprehensive support across age categories.

Recognition of Achievements

• A gala night is planned to award the best performers of the year, aimed at increasing visibility and recognition within the judo community.

Technological Advancements in Competitions

• Discussion about utilizing Zemplor technology to enhance competition dynamics; plans include creating provisional outlines that align with CBJ standards for better scheduling accuracy.

• Suggestions from participants are encouraged regarding improvements needed in the federation's application, fostering open communication between management and members.

Podcast Development and Content Creation

• Announcement of plans to establish a podcast studio within the federation's new facility, aimed at producing educational content and enhancing marketing efforts.

• The new space will facilitate recording courses and podcasts, contributing significantly towards content creation initiatives.

Competition Broadcasting Challenges

• Acknowledgment of challenges associated with broadcasting competitions due to high costs; initial attempts will be made using simpler methods before transitioning to more professional setups later in the year.

Educational Commission Formation

• Establishment of an effective education commission intended as a study platform for members; this initiative aims at managing all educational courses offered by the federation.

Regulatory Improvements

• Ongoing development of clearer regulations by legal counsel Rafael Brito aimed at enhancing event operations through updated statutes.

Veteran Engagement Initiatives

• Plans include ranking veterans with associated prizes through two championship events plus Copa Paraná; this initiative seeks greater engagement among veteran participants.

Strategies for Enhanced Marketing and Engagement

Active Delegates and Marketing Initiatives

• The focus is on encouraging delegates to be more proactive in addressing regional issues, particularly those that require attention.

• Emphasis on adapting marketing strategies to current trends, especially with the evolving nature of platforms like Instagram.

• Plans to create engaging content such as videos featuring athletes and training sessions, alongside a document for coaches to enhance collaboration.

Mascot Creation and Event Planning

• Discussion around creating a federation mascot, with ideas being shared among associations for design contributions.

• Introduction of attractive medals for various age categories in competitions, aimed at enhancing participant motivation.

Upcoming Events and Sponsorship Opportunities

• Announcement of the "Copa Chocolate" event scheduled for April 12, which has previously been successful and aims to attract new sponsors.

• Commitment to support local delegations through federal incentives for purchasing mats and equipment.

Suggestions and Goals for Improvement

• Open call for suggestions from participants, emphasizing the importance of providing solutions along with identifying problems.

• Review of last year's membership goals; exceeded expectations by reaching 4,225 federated members against a target of 4,000.

Competition Structure Enhancements

• Aiming to improve competition quality while maintaining high participation rates; last year saw record numbers with over 6,490 registrations.

• Introduction of a provisional outline separating male and female competitions based on feedback from previous events.

Adjustments in Registration Process

• Changes in registration deadlines are proposed to facilitate better planning; submissions will now close earlier than before.

• Anticipation of sending out definitive outlines shortly after registration closes while acknowledging the unpredictable nature of judo events.

Competition Updates and Marketing Strategies

Overview of Competition Predictions

• The unpredictability of the gold score in competitions is acknowledged, with ongoing improvements in forecasting performance as Zempô enhances its role.

• Significant engagement on Instagram is reported, with over 4 million views and 309,000 people reached; however, there is a belief that these numbers can be improved.

Marketing Initiatives

• A meeting scheduled with the marketing department aims to discuss strategies for enhancing Instagram visibility, which serves as a key entry point for audience engagement.

• A rebranding initiative has standardized logos across delegacies, incorporating a map of Paraná to establish regional identities and promote autonomy among delegates.

Upcoming Competitions

• The schedule includes various competitions starting with credentialing events in February and select qualifiers leading up to the Campeonato Região 5.

• Emphasis on participation in the Copa Chocolate event is highlighted, aiming for 1,200 athletes this year; last year's kits were well-received.

Event Scheduling Changes

• The date for an event originally set for May 10 has been moved to May 30 due to Mother's Day considerations. This will include multiple age categories.

• New medal designs are being developed based on ideas from team members, indicating a focus on enhancing participant experience through unique awards.

Technical Department Goals

• Plans for expanding areas used during events aim at improving operational flow by separating male and female competitions more effectively.

• Future objectives include increasing electronic material usage and modernizing internal processes through new software updates and equipment acquisitions.

Opportunities for Involvement in Various Departments

Open Call for Participation

• The organization is inviting individuals interested in working across various departments, including roles such as list managers and event officials.

• Interested parties are encouraged to reach out to their local representatives or delegates to express their desire to work in specific areas like technical support or health.

Strategic Projects and Equipment Acquisition

• Upcoming strategic projects include the acquisition of tatamis and electronic materials, which will be distributed through regional offices at the beginning of the year.

• Support will also be provided for competition accreditation, technical training, continuous education for support staff, and strengthening operational teams.

Changes Impacting National Regulations

Importance of Reading Updated Regulations

• All stakeholders—coaches, teachers, and athletes—are urged to read the updated National Competition Regulations for 2026 regarding both competition and arbitration.

Key Changes in Weight Classes

• Notable changes have been made to the weight classes for under 13 categories (both male and female), aimed at ensuring better physical balance and safety among children.

Clarifications on Athlete Regulation

Clearer Guidelines Established

• The new regulations provide clearer requirements from the confederation towards athletes, federations, and coaches to enhance compliance with standardized rules.

Improvements in Competition Structure

• A new dispute system has been introduced that includes criteria for event brackets; adaptations will occur at state levels based on national classifications.

Uniform Standards and Responsibilities

Dress Code Enforcement

• Strict enforcement of uniform standards is mandated; non-compliance with dress codes during competitions can lead to penalties.

• Coaches representing Paraná may need formal attire during finals; preparation is essential as this requirement becomes effective this year.

Accountability Measures

• The regulations stipulate that any incidents involving coaches or athletes fall under athlete responsibility.

Professionalization of Technical Language

Standardization Efforts

• The language used within regulations has been unified to reduce misunderstandings; penalties have also been standardized to minimize conflicts.

Increased Organizational Demands

• New regulations require greater organization and accountability from coaches who play a crucial role in all national events.

Future Committees for Event Management

Establishment of Event Committees

• A committee will be established ahead of events rather than on-the-day selections; this aims to streamline operations during competitions.

Authority During Events

• Committee members will have authority on event days to issue verbal warnings or disciplinary actions as per updated guidelines.

Taça Paraná Competition Structure

Overview of Taça Paraná Categories

• The Taça Paraná will feature categories Sub9, Sub11, Sub13, and Sub15. There will be no repescagem (replay) for the Sub9 and Sub11 categories; competitions will continue until a champion is determined.

• For the Sub13 category, the Taça Paraná will only occur in the second stage due to the need for results to rank athletes. Repescagem will be implemented here.

• In the first stage of Sub13, medals will be awarded not just to third-place finishers but also to additional competitors based on performance.

Competition Details

• The competition format for Sub13 involves selecting four finalists from normal matches and conducting a new competition among remaining athletes after determining champions.

• Aline introduces herself as the manager of the federation and discusses her collaboration with team members Mariana and Cauane.

Expectations for Upcoming Events

Growth in Participation

• There is an expectation of significant growth this year, aiming to maintain a 30% increase in participation compared to last year. All departments are encouraged to contribute towards this goal.

Administrative Processes

• Payment processes for courses, annual fees, and competition fees should be consolidated into one receipt per academy. This streamlines accounting within the federation.

• Registrations must be submitted via email at least ten days before events. Exceptions may apply but adherence to deadlines is crucial for efficient processing.

Promotion Procedures and Challenges

Important Deadlines

• Promotions related to belt rankings must be sent by December each year to avoid issues during examinations scheduled in January.

• Issues arise when promotion requests do not align with established deadlines or if they are submitted late; these can lead to complications during grading periods.

System Limitations

• The automated system used for belt promotions does not allow changes once dates have been entered. This necessitates careful attention from instructors regarding submission timelines.

Black Belt Examination Process

Challenges in Promotion from Brown to Black Belt

• The transition from brown to black belt often results in the elimination of 10 to 20 candidates due to graduation issues, particularly affecting competitive athletes.

• There is no workaround for these issues; financial incentives cannot resolve the systemic problems within the CBJ (Confederação Brasileira de Judô).

• Athletes may miss their chance to participate in the black belt examination due to unresolved issues that should have been addressed earlier, such as during yellow belt promotions.

Communication and Documentation Requirements

• The system does not promote athletes on specific dates; timely communication regarding an athlete's eligibility is crucial. Notifications must be sent when an athlete completes their waiting period.

• Coaches are encouraged to inform parents about deadlines for notifying federations regarding their athletes' status changes, ensuring no opportunities are missed.

Managing High Demand and Administrative Workload

• The organization manages multiple associations and projects simultaneously, which can lead to delays if deadlines are not met by coaches or clubs.

• Despite high demand, efforts are made to respond promptly within a maximum of 15 business days; however, response times may vary based on event schedules.

New Registrations and Documentation

• For new registrations up until blue belt level, only annual fees are required. Beyond yellow belt, additional documentation and fees apply.

• Complete documentation is necessary for processing requests related to new registrations or rank changes. Incomplete submissions will delay responses.

Importance of Timely Submissions

• When submitting requests for rank changes or new registrations, all required documents must be included upfront. Delays in submission can result in longer wait times for processing.

Federation Communication and Updates

Working Hours and Availability

• The federation operates Monday to Friday, with specific working hours for each staff member: Cauan is available from 8 AM to noon, Mariana from 1 PM to 5 PM, and the speaker is available all day.

• Communication via email is limited to these hours; messages sent outside of these times may not receive a prompt response.

Event Scheduling and Notifications

• On Fridays, the federation typically does not operate due to events. Messages sent on this day will be addressed the following Monday.

• It’s important for athletes and coaches to keep their photos updated in the system for event participation.

Photo Updates for Events

• Athletes are encouraged to update their photos through Zempô as outdated images can hinder participation in national events.

• The correct photo format is JPG, and updates must be saved properly in the system; failure to do so may prevent athletes from weighing in at events.

Importance of Updated Information

• Keeping personal data updated (like CPF numbers) is crucial as it affects point accumulation within competitions.

• If an athlete's CPF is outdated, they may not receive points for events they participated in.

Point Accumulation Process

• Points are tracked by CPF numbers; discrepancies often arise when CPFs are not current or correctly submitted.

• Corrections to points occur biannually (March and July), requiring accurate information about tournaments attended.

Regional Tournament Participation

• Athletes should ensure that regional delegates submit tournament results promptly; otherwise, points cannot be awarded.

• Delegates must provide official documentation (atas de pontuação); without this, athletes cannot claim their earned points.

Event Credentialing Procedures

• The federation has implemented a credentialing process that has improved event management. This includes both online and in-person registration options.

• For national events where federation representatives are absent, credentialing can be handled by other qualified personnel rather than just professors.

Event Credentialing and Registration Process

Importance of Proper Credentialing

• It is essential for a responsible adult to be present for the credentialing process, confirming the participation of their entity.

• Only one person can handle the credentialing for the entire team; individual registrations are not permitted. A responsible adult or athlete must manage this task.

Documentation and Signatures

• Participants must sign and keep the credentialing document until the end of the event to avoid issues during weigh-ins.

• The CBJ (Confederação Brasileira de Judô) requires proper documentation for national events, emphasizing that all paperwork should be submitted collectively.

Registration Deadlines

• The federation sets a minimum four-day advance notice before registration deadlines established by CBJ, which is crucial for processing athlete entries.

• Late registrations incur additional fees, highlighting the importance of adhering to deadlines to avoid complications.

Communication with Federation Staff

• Each staff member has specific responsibilities; it’s important to direct inquiries appropriately rather than sending emails to multiple people.

• If there’s no response within seven days, follow up directly with the concerned staff member regarding your email.

Use of WhatsApp and Email Protocol

• WhatsApp is designated solely for quick questions; formal documentation should not be sent through this channel.

• Ensure clarity in communication by addressing queries specifically to relevant individuals based on their roles within the federation.

Declaration Requests Process

• Requesting declarations involves a lengthy process requiring system registration, model submission, and payment arrangements.

Process and Communication in Document Handling

Importance of Timely Document Submission

• The process for document handling requires compensating a boleto to CBJ, which takes a minimum of 7 days. It's crucial to request declarations at least 20 days in advance.

Challenges with Document Processing

• Delays may occur due to events like the one happening in Brasília, where CBJ is currently focused, leading to slower issuance of declarations requested post-event.

Human Error in Documentation

• Acknowledgment that errors can happen during the declaration process; corrections will be requested but urgency cannot be guaranteed due to procedural constraints.

Communication and Availability

• Emphasis on respecting deadlines to maintain a stress-free work environment. Open communication is encouraged, and staff are available for inquiries before visiting the federation office.

Response Times and Contact Protocol

• Staff may not always be present at the federation office due to various commitments but aim to respond promptly via WhatsApp. Urgent matters should be directed through official channels rather than social media.

Streamlining Email Communication

Efficient Email Management

• Directing emails correctly is essential for efficiency; misdirected emails lead to delays as they require additional time for forwarding.

Post-Vacation Workload Insights

• Upon returning from vacation, there was a backlog of 460 emails requiring attention. Properly directing questions helps reduce this backlog and speeds up response times.

Standardizing Processes for Efficiency

• The goal is to standardize processes for smoother operations throughout the year. Consistent adherence to procedures will help avoid last-minute issues.

Urgency and Respect in Requests

Managing Expectations Around Urgency

• Urgency lies primarily with those requesting services; proper planning by individuals is necessary for timely processing within the federation's capacity.

Fair Treatment Across Requests

• Staff emphasize that all requests are treated equally based on order of arrival and mutual respect, ensuring no favoritism or bias occurs in processing requests.

Evolution and Professionalization of the Federation

Development Over Time

• The federation has experienced significant growth and professionalization over the past 3 to 4 years, marking a clear distinction from its previous state.

• There is an ongoing commitment to continuous improvement, with aspirations to reach new heights by mid-next year.

Human Element in Operations

• Acknowledgment of human factors affecting performance, such as illness or mood fluctuations during events, emphasizing the need for patience and understanding among team members.

Collaboration and Trust

• Gratitude expressed towards partners and educators for their support, highlighting the importance of teamwork in enhancing the federation's capabilities.

• Recognition of productive discussions with teachers that have led to achieving set goals; emphasis on professionalizing operations further.

Commitment to Improvement

• The leadership is actively engaged in planning and organizing events, demonstrating dedication through frequent communication about schedules and logistics.

Future Initiatives

• Announcement of moving to a larger headquarters and launching a podcast as part of ongoing changes aimed at better serving stakeholders.

• Assurance that despite busy schedules filled with various events, efforts will be made to prioritize quality service for all involved.

Competition Structure Clarification

Taça Sub9 Overview

• Explanation regarding the competition format for Taça Sub9: first and second place competitors face off against each other while seventh place contenders compete for third and fourth positions without any repechage rounds.

• All athletes are required to participate in at least two matches during this competition structure.